GDPR Email Disclaimer Examples

Are you looking for GDPR email disclaimer examples? If yes, then you need to read this article. We have previously written an article in which we defined email disclaimers and their importance. It was noted then that different regions have different regulations relating to email disclaimers. The US has its own regulations, while the EU has its own specific set of regulations. Meanwhile, the UK now has its own guidelines on the back of Brexit. In this article, we are primarily concerned with the EU and its GDPR regulations. 

What does GDPR stand for? 


GDPR Email Disclaimer Examples


To begin with, it’s important to define GDPR. What is it and what does it stand for? GDPR is a set of European Union (EU) rules that stand for General Data Protection Regulation. As the name implies, these regulations have to do with privacy and the protection of data. 

GDPR mainly deals with the transfer of personal data both within and outside the EU. The main goal is to ensure that citizens are protected as their personal information in transferred both within and outside the EU. The directive came into effect in 2018. 

Why this is important? 

So, if your business is based in the US or in some other part of the world apart from the EU, should you be concerned with GDPR rules? The answer is yes. Today, most businesses operate on a global scale. Perhaps you have customers or suppliers within the EU. In any event, it’s important to be GDPR compliant when crafting your email disclaimers. 

What do you need to do to make your email disclaimers GDPR compliant?

Please note that merely having a disclaimer in your email does not amount to being compliant with EU data protection rules. What you need to do is to ensure that your disclaimers have all the elements that are outlined by GDPR regulations. The following are some of these elements; 

An unsubscribe link

GDPR regulations mandate that it should be easy for citizens of the EU to unsubscribe from business emails. As such, all business emails that are sent within and to the EU need to have an unsubscribe link. In fact, this is something that you should always include as part of your email disclaimers no matter where you may be operating. 

Mention your GDPR compliance

It’s also important for you to mention your GDPR compliance to people to whom you are sending your business emails. It makes common marketing sense; people within the EU are very cognizant of their right to have their data protected in line with the regulations. By informing them that you are compliant, you will be helping build the trust that they have in your brand. 

Have a link to your company’s Privacy Policy

Every business website should have a Privacy Policy. This is where your company outlines how it handles the data that it collects while interacting with its clients. One thing that you need to do to make your email disclaimers GDPR compliant is to include a link to your Privacy Policy. People who follow this link will then be able to read how their information is going to be collected and used. 

Include information about your business

This is another data protection requirement within the EU. All business emails need to have your business name, address and registration number and place of registration clearly outlined. Doing this actually helps you as far as promoting your brand is concerned. 

Examples of GDPR Email Disclaimers

Now that we have outlined GDPR requirements along with the importance of being compliant for businesses around the world, it’s time to give a few examples. The following are a few GDPR-compliant email disclaimers; 

GDPR email disclaimer example 1

At [Company Name], we take pride in being 100% GDPR compliant. All your data is handled in strict compliance with EU data protection laws. For additional information on how we handled your data, please refer to our Privacy Policy. Click on the Unsubscribe button below if you do not wish to receive further emails. 

Example 2 of a GDPR-compliant email disclaimer

[Company Name] values your privacy. As such, we have taken steps to ensure that we are fully GDPR compliant. You can learn more about how we comply with the EU’s Data Protection regulations on our Privacy Policy. You can also unsubscribe from further emails by following this link. 

GDPR disclaimer example 3

All information received in this email is for private correspondence only. [Company Name] complies with EU regulations on data protection. You can learn more about this by reading our Privacy Policy. To unsubscribe, click on the appropriate button below. 


Those are a few GDPR email disclaimer examples. As you can see, being compliant is not complicated.  All that you need to do is to include the elements outlined by GDPR regulations within your disclaimer. 

In our examples, we mention our adherence to EU regulations. We also directed people to our Privacy Policy. Not only that but there is also an unsubscribe button within our disclaimers. 

How to include GDPR-compliant disclaimers in your emails

Not everyone within your organization is going to be cognizant of the need to be GDPR compliant when sending out emails. That’s the major reason why you need to handle your email signatures on a global scale. It’s something that we can help you with at Crossware. We specialize in email signatures for Microsoft 365, Microsoft Exchange and HCL Domino. 

Our software ensures that all emails that are sent from within your Organization have a uniform level of compliance. We allow you to set a GDPR signature that contains the required elements required by EU regulations. That way, each time you or one of your employees sends out an email, a GDPR-compliant disclaimer will automatically be appended to the bottom of the message. 


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